[Campus-neiu-staff] Running an Open Source Comes to Campus Event at NEIU

Tue Feb 4 22:51:38 UTC 2014

Are people interested in an in-person meeting with Meg, and/or a remote
meeting with me?  I'm happy either way.

On Thu, Jan 30, 2014 at 1:01 PM, Shauna Gordon-McKeon <shaunagm at gmail.com>wrote:

> Meg's right - it is a bit involved to explain over email.  I'm also happy
> to arrange a meeting over something like google hangouts to discuss it that
> way.
>
> Rachel - we're happy to do it on a Sunday, we've done these events on
> Sundays many times.
>
> re: sign-ups: we usually create a publicity site with an embedded google
> form that students can use to sign up.  (Here's the most recent example:
> http://arizona.openhatch.org/)
>
> We've had a couple past events get canceled because we waited too long to
> book a room, so we generally like to do that first (and not wait to see how
> many people show up).  If you can book one room, with the plan to change to
> another if needed/possible based on sign-ups, that's fine by me, but we
> want to know we definitely have a space.
>
>
> On Wed, Jan 29, 2014 at 3:28 PM, meg ford <meg387 at gmail.com> wrote:
>
>> Hi,
>>
>> It might be worth it for us to schedule a meeting at NEIU so I can walk
>> everyone through the process of doing a workshop. It's a little involved to
>> explain over email. Sorry I wasn't able to come to the meeting last week, I
>> didn't know it was re-scheduled until the last minute and I was in a work
>> meeting at the time and couldn't leave.
>>
>> Meg
>>
>>
>> On Wed, Jan 29, 2014 at 1:55 PM, Adler, Rachel <r-adler at neiu.edu> wrote:
>>
>>> I see, Shauna.
>>> A weekend would be better in that case, since we probably do not have
>>> too many mentors on our own.
>>> A Saturday could work, but we do have other activities going on at that
>>> time on campus.
>>> Would a Sunday work for you guys?
>>>
>>> Do you have a system already in place where students can register for
>>> the event?  After people sign-up we can decide on which room to reserve
>>> based on the approximate number of people we think will attend.
>>>
>>>
>>> On Wed, Jan 22, 2014 at 6:13 PM, Shauna Gordon-McKeon <
>>> shaunagm at gmail.com> wrote:
>>>
>>>> There are two main issues with running an event during the day on a
>>>> week day.  First, it may be difficult for students to attend the whole
>>>> event.  We can provide materials for students to go through on their own
>>>> time, so they can cover the material the night before, or at the event when
>>>> they arrive, but it still adds a burden to the people running the event.
>>>>
>>>> Which leads to the second issue: it will be much harder to find
>>>> volunteers during the 9-5 week day.  We've run one event during a weekday
>>>> (Rutgers, on 10/22/13).  We had 3 mentors, including myself, and about 30
>>>> students.  It went pretty well, but I wouldn't recommend that kind of
>>>> staff:student ratio when no one involved has run an OSCTC event before.
>>>>
>>>> If a weekday is the only time that works for you, I think you can still
>>>> run a great event, but you'd probably want to keep it fairly small, aiming
>>>> for 10-20 instead of our usual 25-35.  How many mentors do you think you
>>>> could find among NEIU's staff and graduate students?  We'd be unlikely to
>>>> get more than 1-2 people (if that) who could take time off of work to come
>>>> be mentors.
>>>>
>>>> best
>>>> Shauna
>>>>
>>>>
>>>>
>>>>
>>>>
>>>>
>>>> On Wed, Jan 22, 2014 at 1:00 PM, Adler, Rachel <r-adler at neiu.edu>wrote:
>>>>
>>>>> Do you think the event can take place on Wednesday, March 5 from 9:30
>>>>> - 4p.m?
>>>>>
>>>>>
>>>>> On Tue, Jan 21, 2014 at 5:16 PM, Shauna Gordon-McKeon <
>>>>> shaunagm at gmail.com> wrote:
>>>>>
>>>>>> Sounds great.  Looking forward to hearing back from you.
>>>>>>
>>>>>> best
>>>>>> Shauna
>>>>>>
>>>>>>
>>>>>> On Tue, Jan 21, 2014 at 5:39 PM, Adler, Rachel <r-adler at neiu.edu>wrote:
>>>>>>
>>>>>>> We are meeting tomorrow at noon to discuss.
>>>>>>>
>>>>>>>
>>>>>>> On Tue, Jan 21, 2014 at 4:33 PM, Shauna Gordon-McKeon <
>>>>>>> shaunagm at gmail.com> wrote:
>>>>>>>
>>>>>>>> Any further thoughts on when you'd like to hold this event, and if
>>>>>>>> you'd prefer to do a short event (one evening night) or a full event (full
>>>>>>>> day on a weekend day, or two weekend evenings)?
>>>>>>>>
>>>>>>>> best
>>>>>>>> Shauna
>>>>>>>>
>>>>>>>>
>>>>>>>> On Thu, Jan 16, 2014 at 2:21 PM, Shauna Gordon-McKeon <
>>>>>>>> shaunagm at gmail.com> wrote:
>>>>>>>>
>>>>>>>>> We'd be thrilled if you wanted to open up the event to all
>>>>>>>>> Chicago-area students.  We'd also be enthusiastic about prioritizing
>>>>>>>>> outreach and registration for women and other underrepresented groups.
>>>>>>>>>  (The UIC event was for women-identified people only.)  But as the hosts
>>>>>>>>> and lead organizers, it's up to you how you want to approach the event.  :)
>>>>>>>>>
>>>>>>>>>
>>>>>>>>> On Thu, Jan 16, 2014 at 2:18 PM, meg ford <meg387 at gmail.com>wrote:
>>>>>>>>>
>>>>>>>>>> The UIC event was also open to students from other Chicago area
>>>>>>>>>> schools who wanted to attend, I'm assuming this event would be the same, is
>>>>>>>>>> that correct, Shauna?
>>>>>>>>>>
>>>>>>>>>>
>>>>>>>>>> On Thu, Jan 16, 2014 at 1:02 PM, Shauna Gordon-McKeon <
>>>>>>>>>> shaunagm at gmail.com> wrote:
>>>>>>>>>>
>>>>>>>>>>> A typical event for us is a full day long, with tutorials in the
>>>>>>>>>>> morning covering open source communication tools (issue trackers, mailing
>>>>>>>>>>> lists, IRC) and a contributions workshop in the afternoon, where students
>>>>>>>>>>> are introduced to welcoming open source projects and get started learning
>>>>>>>>>>> about the project and making contributions.  We like to also have a career
>>>>>>>>>>> panel as well so students can get a sense of what open source career
>>>>>>>>>>> options there are, how current community members got involved, what open
>>>>>>>>>>> source opportunities there currently are for them (Google Summer of Code,
>>>>>>>>>>> Outreach Project for Women, etc.)
>>>>>>>>>>>
>>>>>>>>>>> We've split this up into two evenings before.  If you wanted to
>>>>>>>>>>> do that, I'd say the main issue is making sure that students are available
>>>>>>>>>>> both nights.  Otherwise it can be an issue having a third of attendees
>>>>>>>>>>> needing to catch up while the other two thirds are ready to keep going.
>>>>>>>>>>>  We've not condensed down to a single evening before, but we'd be happy to
>>>>>>>>>>> talk about how we might do that.
>>>>>>>>>>>
>>>>>>>>>>> As far as time to organize, you'll probably want at least 2-3
>>>>>>>>>>> weeks to do publicity, communicate with attendees, and find volunteers.  We
>>>>>>>>>>> usually aim to have a month or more of planning before an event, but have
>>>>>>>>>>> pulled off events with only about two weeks to go.  We don't recommend it,
>>>>>>>>>>> though!
>>>>>>>>>>>
>>>>>>>>>>>
>>>>>>>>>>>
>>>>>>>>>>>
>>>>>>>>>>> On Wed, Jan 15, 2014 at 1:40 PM, Adler, Rachel <r-adler at neiu.edu
>>>>>>>>>>> > wrote:
>>>>>>>>>>>
>>>>>>>>>>>> Would a Tuesday work?  How much time in advance would we need
>>>>>>>>>>>> to organize? What would the day consist of?
>>>>>>>>>>>>
>>>>>>>>>>>>
>>>>>>>>>>>> On Mon, Jan 13, 2014 at 6:23 PM, Shauna Gordon-McKeon <
>>>>>>>>>>>> shaunagm at gmail.com> wrote:
>>>>>>>>>>>>
>>>>>>>>>>>>> It's wonderful to have you all on board.  I've just created a
>>>>>>>>>>>>> mailing list for the event, which we can use to stay coordinated without
>>>>>>>>>>>>> having to do a ton of cc-ing.  I've added all of you - it should be easy to
>>>>>>>>>>>>> unsubscribe if you decide you don't want to be involved in the planning,
>>>>>>>>>>>>> but if you run into any trouble doing so, just email me and I can remove
>>>>>>>>>>>>> you.
>>>>>>>>>>>>>
>>>>>>>>>>>>> The next step is to pick a date and location.  As I mentioned
>>>>>>>>>>>>> before, you can use this checklist<https://openhatch.org/wiki/OSCTC_space_checklist> to
>>>>>>>>>>>>> find an appropriate space.  We're quite flexible regarding dates, the main
>>>>>>>>>>>>> constraint is that we'd like to not have any events on the same day as
>>>>>>>>>>>>> yours so we can focus our attention on supporting you remotely. We're
>>>>>>>>>>>>> generally enthusiastic about day-long, weekend events but other options are
>>>>>>>>>>>>> very much possible if that's what you prefer.
>>>>>>>>>>>>>
>>>>>>>>>>>>> best,
>>>>>>>>>>>>> Shauna
>>>>>>>>>>>>>
>>>>>>>>>>>>>
>>>>>>>>>>>>> On Sun, Jan 12, 2014 at 7:02 PM, Adler, Rachel <
>>>>>>>>>>>>> r-adler at neiu.edu> wrote:
>>>>>>>>>>>>>
>>>>>>>>>>>>>> The NEIU ACM Chapter is happy to get on board and help
>>>>>>>>>>>>>> arrange.  I have added two of the club officers to this email thread.
>>>>>>>>>>>>>>
>>>>>>>>>>>>>>
>>>>>>>>>>>>>> On Fri, Jan 10, 2014 at 2:21 PM, Shauna Gordon-McKeon <
>>>>>>>>>>>>>> shaunagm at gmail.com> wrote:
>>>>>>>>>>>>>>
>>>>>>>>>>>>>>> It's a pleasure to virtually meet all of you.  Meg, thanks
>>>>>>>>>>>>>>> for the introductions!
>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>> Our website <http://campus.openhatch.org/> provides details
>>>>>>>>>>>>>>> (and links to more details!) about how to run an event, but here are the
>>>>>>>>>>>>>>> first few steps:
>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>> - You folks pick a date for the event, and find a space to
>>>>>>>>>>>>>>> host it.  You can use this checklist<https://openhatch.org/wiki/OSCTC_space_checklist> to
>>>>>>>>>>>>>>> find an appropriate space.  We're quite flexible regarding dates, the main
>>>>>>>>>>>>>>> constraint is that we'd like to not have any events on the same day as
>>>>>>>>>>>>>>> yours so we can focus our attention on supporting you remotely.
>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>> - I'll make you a mailing list that we organizers can use to
>>>>>>>>>>>>>>> coordinate the event.  Whoever your lead organizers are will be made admins
>>>>>>>>>>>>>>> to the list, and additional people can be added as they get involved.
>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>> - You send out a brief save-the-date email to the most
>>>>>>>>>>>>>>> important mailing lists (usually CS department, WiCS, ACM type lists).  The
>>>>>>>>>>>>>>> save the date email can invite those already experienced with open source
>>>>>>>>>>>>>>> to get involved as organizers.
>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>> - I'll make a copy of this organizational folder<https://drive.google.com/#folders/0B4HP1ey91UqPb1RrN25YOFA4V3c>,
>>>>>>>>>>>>>>> and from there we can split up the tasks inside.  The event
>>>>>>>>>>>>>>> planning overview<https://docs.google.com/document/d/1HncyXIuWBklRJV07wFMUstdg2g6nIMp52ZLZWLSuCGQ/edit>document within the folder goes over all the steps in more detail.
>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>> We've done our best to document every step of the process,
>>>>>>>>>>>>>>> but we totally support local organizers such as yourselves customizing the
>>>>>>>>>>>>>>> process if you think that'll work better for your campus.  We figured we'd
>>>>>>>>>>>>>>> err on the side of providing too much guidance.  :)
>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>> I'm looking forward to working with all of you!
>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>> best
>>>>>>>>>>>>>>> Shauna
>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>> On Fri, Jan 10, 2014 at 1:28 PM, Iacobelli, Francisco <
>>>>>>>>>>>>>>> f-iacobelli at neiu.edu> wrote:
>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>> Hello Shauna,
>>>>>>>>>>>>>>>> It would be great to host Open Source Comes to Campus.
>>>>>>>>>>>>>>>> Please let us know how we can help make this happen.
>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>> Cheers,
>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>> On Thu, Jan 9, 2014 at 3:02 PM, meg ford <meg387 at gmail.com>wrote:
>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>>> Hi Shauna, Prof. Iacobelli, and Prof. Adler,
>>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>>> Shauna, meet two of my professors from NEIU. Prof.
>>>>>>>>>>>>>>>>> Iacobelli is my advisor, and Prof. Adler is the faculty advisor for the ACM
>>>>>>>>>>>>>>>>> chapter.
>>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>>> Shauna is an organizer for Open Hatch, an organization
>>>>>>>>>>>>>>>>> that runs workshops to introduce newcomers to Open Source. Shauna and I
>>>>>>>>>>>>>>>>> were in contact last Fall when she and Asheesh Laroia were organizing an
>>>>>>>>>>>>>>>>> Open Source Comes to Campus event for women at UIC [1]. I mentioned to her
>>>>>>>>>>>>>>>>> that Prof. Iacobelli had expressed interest in having NEIU host an Open
>>>>>>>>>>>>>>>>> Hatch event.
>>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>>> Let me know how I can help as things move forward! Last
>>>>>>>>>>>>>>>>> time several of the women from the Chicago Python Workshop were involved in
>>>>>>>>>>>>>>>>> the event so I can reach out to them if we confirm that an event is a go.
>>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>>> Prof. Adler, I do not have the email address for the
>>>>>>>>>>>>>>>>> student who is head of the ACM group; if you have a chance would you mind
>>>>>>>>>>>>>>>>> adding him to the conversation?
>>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>>> Thanks!
>>>>>>>>>>>>>>>>> Meg
>>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>>> [1]http://chicago.openhatch.org/
>>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>>> On Thu, Jan 9, 2014 at 1:03 PM, Shauna Gordon-McKeon <
>>>>>>>>>>>>>>>>> shaunagm at gmail.com> wrote:
>>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>>>> Hi Meg,
>>>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>>>> We talked a bit last fall when you helped us run an Open
>>>>>>>>>>>>>>>>>> Source Comes to Campus event at UIC.  At the time you mentioned that your
>>>>>>>>>>>>>>>>>> advisor was interested in running an event at NEIU.  We'd love to work with
>>>>>>>>>>>>>>>>>> the two of you to make that happen!
>>>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>>>> Neither Asheesh nor myself would be able to come out to
>>>>>>>>>>>>>>>>>> Chicago to run the event in person, so we'd need someone(s) local to take
>>>>>>>>>>>>>>>>>> on the role of lead organizer.  If you go to our website<http://campus.openhatch.org>,
>>>>>>>>>>>>>>>>>> you can find the details of what's involved in running a full day event,
>>>>>>>>>>>>>>>>>> and how we can support you.  We had a wonderful team of mentors in Chicago
>>>>>>>>>>>>>>>>>> last time, so I've got no doubt we can find enough volunteers to run
>>>>>>>>>>>>>>>>>> another great event.  And of course I'll be available remotely before,
>>>>>>>>>>>>>>>>>> during and after the event.
>>>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>>>> Let me know what you think!  And please do forward this
>>>>>>>>>>>>>>>>>> email along to your advisor.
>>>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>>>> best,
>>>>>>>>>>>>>>>>>> Shauna
>>>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>> --
>>>>>>>>>>>>>>>> Francisco Iacobelli, Assistant Professor
>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>> Department of Computer Science
>>>>>>>>>>>>>>>> Northeastern Illinois University
>>>>>>>>>>>>>>>> 5500 North St. Louis Avenue, Chicago, IL 60625
>>>>>>>>>>>>>>>> Phone: (773) 442 4728
>>>>>>>>>>>>>>>> f-iacobelli at neiu.edu
>>>>>>>>>>>>>>>> http://fid.cl
>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>> www.neiu.edu
>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>>
>>>>>>>>>>>>>>
>>>>>>>>>>>>>>
>>>>>>>>>>>>>> --
>>>>>>>>>>>>>> Rachel F. Adler, Assistant Professor
>>>>>>>>>>>>>>
>>>>>>>>>>>>>> Department of Computer Science
>>>>>>>>>>>>>> Northeastern Illinois University
>>>>>>>>>>>>>> 5500 North St. Louis Avenue, Chicago, IL 60625
>>>>>>>>>>>>>> r-adler at neiu.edu
>>>>>>>>>>>>>> http://cs.neiu.edu/~radler
>>>>>>>>>>>>>>
>>>>>>>>>>>>>>  www.neiu.edu
>>>>>>>>>>>>>>
>>>>>>>>>>>>>>
>>>>>>>>>>>>>>
>>>>>>>>>>>>>
>>>>>>>>>>>>
>>>>>>>>>>>>
>>>>>>>>>>>> --
>>>>>>>>>>>> Rachel F. Adler, Assistant Professor
>>>>>>>>>>>>
>>>>>>>>>>>> Department of Computer Science
>>>>>>>>>>>> Northeastern Illinois University
>>>>>>>>>>>> 5500 North St. Louis Avenue, Chicago, IL 60625
>>>>>>>>>>>> r-adler at neiu.edu
>>>>>>>>>>>> http://cs.neiu.edu/~radler
>>>>>>>>>>>>
>>>>>>>>>>>>  www.neiu.edu
>>>>>>>>>>>>
>>>>>>>>>>>>
>>>>>>>>>>>>
>>>>>>>>>>>
>>>>>>>>>>
>>>>>>>>>
>>>>>>>>
>>>>>>>
>>>>>>>
>>>>>>> --
>>>>>>> Rachel F. Adler, Assistant Professor
>>>>>>>
>>>>>>> Department of Computer Science
>>>>>>> Northeastern Illinois University
>>>>>>> 5500 North St. Louis Avenue, Chicago, IL 60625
>>>>>>> r-adler at neiu.edu
>>>>>>> http://cs.neiu.edu/~radler
>>>>>>>
>>>>>>>  www.neiu.edu
>>>>>>>
>>>>>>>
>>>>>>>
>>>>>>
>>>>>> _______________________________________________
>>>>>> Campus-neiu-staff mailing list
>>>>>> Campus-neiu-staff at lists.openhatch.org
>>>>>> http://lists.openhatch.org/mailman/listinfo/campus-neiu-staff
>>>>>>
>>>>>>
>>>>>
>>>>>
>>>>> --
>>>>> Rachel F. Adler, Assistant Professor
>>>>>
>>>>> Department of Computer Science
>>>>> Northeastern Illinois University
>>>>> 5500 North St. Louis Avenue, Chicago, IL 60625
>>>>> r-adler at neiu.edu
>>>>> http://cs.neiu.edu/~radler
>>>>>
>>>>>  www.neiu.edu
>>>>>
>>>>>
>>>>>
>>>>> _______________________________________________
>>>>> Campus-neiu-staff mailing list
>>>>> Campus-neiu-staff at lists.openhatch.org
>>>>> http://lists.openhatch.org/mailman/listinfo/campus-neiu-staff
>>>>>
>>>>>
>>>>
>>>> _______________________________________________
>>>> Campus-neiu-staff mailing list
>>>> Campus-neiu-staff at lists.openhatch.org
>>>> http://lists.openhatch.org/mailman/listinfo/campus-neiu-staff
>>>>
>>>>
>>>
>>>
>>> --
>>> Rachel F. Adler, Assistant Professor
>>>
>>> Department of Computer Science
>>> Northeastern Illinois University
>>> 5500 North St. Louis Avenue, Chicago, IL 60625
>>> r-adler at neiu.edu
>>> http://cs.neiu.edu/~radler
>>>
>>>  www.neiu.edu
>>>
>>>
>>>
>>> _______________________________________________
>>> Campus-neiu-staff mailing list
>>> Campus-neiu-staff at lists.openhatch.org
>>> http://lists.openhatch.org/mailman/listinfo/campus-neiu-staff
>>>
>>>
>>
>> _______________________________________________
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>>
>>
>
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